Configure Data Deletion

To use the Data Deletion feature provided by Cloud Compliance, users should enable the “Enable Delete” settings. To enable this feature, follow the below path –

Setup -> Installed Package -> Configure -> De-identification -> Data Deletion -> Enable Delete

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Once the “Data Deletion” setting gets turned on then the user can see the delete setting on the De-identification mapping page.

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When we Disable the Data Deletion setting, then the Delete setting will disappear from the De-identification mapping page.

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Here Data Deletion toggle button is Disabled, now we will see the Delete setting will disappear from the De-identification mapping page.

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  • Data Deletion allows users to delete any number of records attached to the objects in the hierarchy mapped.
  • Up to three levels of the hierarchy of objects can be mapped- Parent, Child & Grandchild.
  • To create the deletion mapping navigate to the RTBF feature in the implement tab. Click on the “Add” button.
  • The following example shows the ‘Contact’ object as a parent object and along with two custom objects namely ‘Sports’ & ‘Team’. ‘Sport’ object is the child of ‘Contact’ object and the ‘Team’ object is a child object of ‘Sport’.

Note – Make sure that the Child level Custom object ‘Sports’ is in a lookup relationship with the ‘Contact’ object and the grandchild level custom object ‘Team’ is in a lookup relationship with the child custom object ‘Sport’.

  • Create the mapping by providing a de-identification mapping name & select Contact as a parent object and click on the Save button. 
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  • After saving, the user will see the Contact object mapping link as shown in the below screenshot.
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  • After selecting ‘Contact’ as a parent object, a child object field will appear, select the child object ‘Sport’. Click on the ‘Add Child Object’ button. A child object will be added.
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  • To add the grandchild object of the ‘Contact’ object, click on the radio button just before the ‘Sport’ object.
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  • A grandchild section will appear, add the grandchild object, ‘Team’ in this example.
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Note – In de-identification mapping UI, Cloud Compliance has two fields “Has Error” and “Error Message”. While activating the mapping these fields will dynamically appear if the mapping has any error at objects or field level. Both the fields will be visible in the parent object section with error messages in the mapping UI
 

  • Now, To activate the deletion mapping click on the link of the parent object i.e. Contact. After clicking on the link mapping window will open as shown below. In order to enable delete mapping users have to click on the “Delete” toggle button. This is also called Soft delete. That means once the record is deleted it will be available in the recycle bin.
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  • Once the “Delete” toggle button gets enabled, the ‘SETTINGS’ and ‘ADD MAPPING’ section will get disabled except the “Delete File” toggle. This mapping will be used to delete Contact Records. 

Note – Once the user enables Delete functionality, the user will find one more option i.e. “Hard Delete”. If the user enables that setting then a record will get permanently deleted from org.

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  • In a similar way, the user has to enable delete functionality for child and grandchild objects of ‘Contact’ i.e. ‘Sport’ and ‘Team’ respectively.
  • Once the mapping is ready for the Contact, Sport, and Team, go to the list of mapping and mark it as “Set as default”.
  • Now navigate to the case to create a new case to process Cascade Deletion.
  • Select “DSAR – De-identification” and click next.
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  • In the Data Subject field enter the salesforce ID of the parent record.
     
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  • Save the case
  • Go to the “Data subject records” related list.
  • Click on the “Populate Data Subject” button.
  • Background scripts will run and all the child and grandchild records related to the Contact record will show up in the related list.
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Note – In the case of the CC 2.29 version and onward RTBF feature allows user to select the mapping before populating the data.

  • Go to the “Data subject records” related list.
  • Click on the “Populate Data Subject” button, After that User can select the RTBF mappings of a particular object.

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  • Select the Mapping as per the Business Use Case, In this case their are two Mappings

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  • After Selecting the mapping, click on the Select button
  • Status is “Awaiting Processing” as the Deletion is yet to be processed.
  • Select the drop-down list near the “Populate data Subject” button and click on the “Process Records” button.
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  • Now records are deleted and the status has changed to “Processed”.
  • To verify deleted records, the user can check the recycle bin.
  • Users can check the de-identified records according to the mapping.
     

Upgrade Consideration: If org is upgraded from 2.19 to 2.20 version of Cloud Compliance then make sure that the “Processed” value is added in the “DSAR Status” picklist field on Case object.
 

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